We frequently receive queries regarding the EOFY process and how-to check figures and specific items relating to custom payments for employees, the following guide covers some of the some of the most common items.
Please note that this document relates to frequently asked questions around the ClockOn EOFY system, If you need assistance with how to run your EOFY process, please see our Processing EOFY through ClockOn article.
- I have made a mistake, am I able to correct it and re-finalize my STP for the year?
- How do I check to ensure that my EOFY has been successfully submitted?
- Why is there a mismatch between my STP payroll amounts and my BAS reconciliations?
- How do I add Reportable Fringe Benefit Amounts to an employee?
- How can I check to see what will be reported for an employee for the year?
- I need to pay Director's fees, how can I do this?
- I have Directors that receive a yearly bonus, how can I pay this to their super fund?
- How can I process back pay for prior financial years?
- Can I split my payroll so some ends in the current financial year and the remainder is processed in the new year?
I have made a mistake, am I able to correct it and re-finalize my STP for the year?
Yes, the EOFY process can be repeated, and by doing so the employee's records will be updated to the new values.
How do I check to ensure that my EOFY has been successfully submitted?
You can check your STP submission status through the ClockOn STP submission screen by clicking on the View History link,
This screen will show you the status of all your previous submissions and if there were issues allow tools for troubleshooting issues. for more information please refer to the Processing STP - View Submission History article.
Why is there a mismatch between my STP payroll amounts and my BAS reconciliations?
If your total gross reported from the ClockOn software product differs from the company's STP business portal, this has likely occurred due to one or more of the following reasons;
- Payroll submission events were missed. If this is the case do not worry as the employee's STP details will be up-to-date if you have successfully run an STP submission or update event after this point.
- A payroll was submitted to STP, then rolled back and reprocessed to correct payroll values as this will result in a mismatch between what was submitted and the ClockOn reporting. You can see the history of this by running the STP Audit report and it will show instances where the STP information was provided but then removed from ClockOn.
We are not able to remove STP-processed amounts from the ATO's system. - YTD adjustments through the ClockOn payroll system, as these adjustments, will update the employee's YTD earnings without directly influencing the payroll and thus will not be included in the gross and tax submission amounts.
For example, a YTD before allowance will not attract tax or super, and as these amounts do not affect the payroll directly they are not included in the gross amount and as such will not be reported within the payroll amount.
The ATO advises that you use the figures from your payroll system as a primary source over the BAS prefill information.https://www.ato.gov.au/businesses-and-organisations/hiring-and-paying-your-workers/single-touch-payroll/ato-payg-withholding-pre-fill-for-activity-statement
How do I add Reportable Fringe Benefit Amounts to an employee?
If you need to add an amount against an employee for reportable fringe benefit (RFBA) you can do so directly from the employee's YTD record. To access this follow the steps below
- Open the Employee list screen
- For the employee, to you wish to attach the amount click the Options button and select YTD Balances
- Select the financial year that you wish to apply the amount to and click Options, then Edit
- Enter the desired amount into the RFBA field
- Click Save to confirm the change.
How can I check to see what will be reported for an employee for the year?
As with STP ClockOn will report the details as per the employee's YTD records, these can be viewed via the STP Employee Summary report, which can be found under Reports as shown below.
Change the "Payroll Period" date range to that of the date that the STP was sent to the ATO (if unknown, see below for details on determining this)
NOTE: If the period range is not adjusted to limit it to the needed period, then you will generate multiple reports for the same employees one for each submission within the range and with the details that were sent at that particular point of time.
Please be advised that the report date period works off the STP submission dates rather than the payroll periods, if you are unsure of what these may be, please run your STP Audit report. the details of which are shown below.
For the most up-to-date balances, you will want to use the most recent date in this list.
I need to pay Director's fees, how can I do this?
To allocate funds for Directors' fees you will need to use a before-tax allowance with the STP type set to indicate such. For an example of the setup for this allowance, please see below.
Remember to ensure that the allowance has been checked to be included in the Super Earnings Base if needed, this setting is included within the Options button.
Once added then the allowance will be avaliable within the payroll payslip screen and you can allocate amounts to it.
I have Directors that receive a yearly bonus, how can I pay this to their super fund?
For this, you can simply use the above steps to add the Director Fees allowance, and then also add a "Super Salary Sacrifice" allowance into the payroll. Like the director's fees allowance, you will need to either set the amount on the allowance or enter it directly onto the payroll.
Also, you will need to make sure that the Director's Fee allowance amount is added to the payroll before the salary sacrifice amount as it will need a figure to draw from.
For information on how to add a Super Salary Sacrifice allowance into the system please see our Payroll Adjustments (Allowances & Deductions) - Examples - Super Salary Sacrifice article.
How can I process back pay for prior financial years?
Payments that should have counted for previous financial years need to be treated differently for STP purposes.
The actual payroll process for these payments can be done using a simple before-tax allowance, for more information on how this can be added please see the Payroll Adjustments (Allowances & Deductions) guide.
TIP If this is a large amount, you may want to discuss a payment schedule with the employee to avoid issues with centerlink payments or unexpected tax amounts.Once the payments have been made in the system, you will then need to direct them to the Lump Sum E section under the employee's profile attached to their YTD amounts. The guide below demonstrates how this can be done.
Can I split my payroll so some ends in the current financial year and the remainder is processed in the new year?
The ATO's advice is that if the payment is made to the employees in the new financial year, then the full payroll is subject to the new rules for that year ie tax tables, and Award variations.
The ATO also expects a regular payment cycle for STP purposes to be followed so partial EOFY payments are not recommended.